Overview
Properly managing GUIDEcx users is crucial for security, access control, and personalization. It helps prevent unauthorized access, enables tracking of activity, and ensures compliance with data protection and privacy regulations.
User Access
Only Admins and Managers can edit users.
How to Deactivate Users
Click on your company logo at the top left of your screen, or click the three-dot menu at the top of the navigation rail and select "Users".
Click on the User
Scroll to the bottom of "User details" and click Remove Access
If the user has any projects or tasks assigned to them, you'll be prompted to reassign those tasks/projects. Learn more here.
GUIDEcx recognizes tasks with associated functions, allowing you to select from a dropdown of team members with the appropriate function when reassigning.
The work of reassigning projects/tasks will be done in the background & you will be sent an email if there are any issues.
Click "Save User"
How to Reactivate a Deactivated User
Click on your company logo at the top left of your screen, or click the three-dot menu at the top of the navigation rail and select "Users".
Click on the "Deactivated" tab
Click on the user
Restore Access
The user will now appear under the Active tab
Best Practices
If you want to reassign projects from one person to another, the fastest way is to deactivate the user completely. This is helpful for when project managers leave to other companies or go on an extended leave!
When a user leaves your company we recommend that you deactivate their account immediately.
FAQs
If I add a user that used to be in the system it says their email has been taken. What do I do now?
If I add a user that used to be in the system it says their email has been taken. What do I do now?
If this happens to you, please check the deactivated user list. Chances are if they were in the system at one point, but you don't see them in the active list then they might be deactivated and need you to reactivate them.
What if no users match the function on a task I'm reassigning?
What if no users match the function on a task I'm reassigning?
You have two options:
Option 1: Hit cancel and navigate to Resource Management to assign additional users to a function.
Option 2: Choose to make the task "Unassigned" and then later assign tasks on a case by case basis.
Can I delete a user instead of deactivating them?
Can I delete a user instead of deactivating them?
No, because then actions they've taken and tasks they've completed would be erased.
How can I transfer a paid license from one user to another?
How can I transfer a paid license from one user to another?
There a couple of ways that you can accomplish this:
1. You can "downgrade" the user from a Paid License (Admin, Manager, and GUIDE) to an Unpaid License (Task Owner, Contributor, and Observer). After the user has been downgraded, you will have an "Available License" and that license can be given to the new user.
2. You can "remove access"/deactivate the user. Once the user who was using the Paid License has been deactivated, you will have an "Available License" and that license can given to the new user.
Will I be charged for additional licenses?
Will I be charged for additional licenses?
You will only be charged for additional licenses if you do not have any "Available Licenses". You can see your available licenses on the Users page in GUIDEcx.
